Document Storage For Medical Facilities

Secure and efficient document management is important for all businesses, but for medical facilities it can be a matter of life and death. If you're looking for a document management service for your medical practice or doctors office, there are a few thing to keep in mind before signing a contract.

First, make certain that the service employs the use of a digital archiving and retrieval service. The difference these systems make in speedy and accurate finding and delivery of your needed documents is remarkable.

Second, be positive that they offer 24 hour delivery. Medical work is an around the clock profession, and you can't afford a document management service that doesn't hold itself to the same standards.

Finally, ask if the center is familiar with compliance regulations of HIPAA. These regulations are complicated, and finding a service that has a firm grasp on their finer points ensures you stay free from fines and lawsuits.

Durable Transfer Cases

Most document storage facilities offer a variety of storage containers. Archive boxes, drawing boxes and X-ray boxes are the norm, but in many cases the durability and security of a durable, customized transfer case is the safest selections. These hard plastic boxes come in a wide range of sizes, and most can be customized to secure the particular type of documents, files or tapes you plan to store within them. Especially if you're company will need to use your document storage facility for audio, video or film storage, be certain they offer durable transfer cases before making your final decision.

Certified Destruction

There are few things more important to a business today than safely and efficiently destroying unwanted or unneccesary sensitive documents. Legislation and regulations regarding the destruction of such documents are becoming increasingly complicated, and finding a document management service that understands and follows them is a high priority. Look for a company that offers certified document destruction, as well as a variety of services like entire-carton shredding and the option to physically witness document destruction.

The Importance of Quality Customer Assistance

One of the most important factors in choosing a document storage facility is finding a place with competent, helpful and available staff members. Bottom-of-the-line facilities often employ people who don't care or are indifferent and unknowledgable of the process. As the industries technologies improve, it becomes more and more important to find a place whose employees are fully-capable of utilizing the equipment to maximum effect and can do so in a timely manner.

One of the most important things I can stress to you is finding a facility that offers 24 hour assistance. This doesn't mean simply having an email where a message can be left at all hours of the night. Be sure to question the managers as to whether they provide a service phone number you may reach someone at, whenever you need it. This becomes extremely important for companies whom employee or work with international companies or businesses that are in a distant time zone.

Off-site Data Protection

Many document storage facilities now offer what is referred to as "E-Vaulting." This storage feature offers full-automated backup and recovery for all of your digital data. No employee is perfect, which means that mistakes sometimes happen, and files that shouldn't be deleted dissappear. In the event of one or many of your files being mistakenly deleted or a virus reaking havoc on your digital files, having off-site data protection in place is a life saver.